Rota Co-ordinator Location: Glasgow (Eastfield’s) Salary: up to £25,299.39 FTE Hours: 27.5 Hours per week – Monday to Friday 9am till 3pm. Why join us? Brainkind is a charity that aims to improve the lives of people with brain injuries in the UK. Our assessment centres, rehabilitation units and hospitals use expert neurorehabilitation to support people to regain the skills they have lost. We treat people with a range of brain injuries – sustained through trauma, illness, substance abuse and more – to recover and meet their personal goals. Our employees are incredibly passionate about the jobs they do – you will find a strong team spirit across our services and amazing colleagues who always pull together and look out for each other. MAIN PURPOSE As a key member of the Business Administration Team, you will work in close collaboration with the Hospital Leadership Team to ensure the effective coordination of staff rotas. This includes: Ensuring rotas are completed and published within agreed timescales. Maintaining rotas on a daily basis to reflect operational needs. Ensuring all designated people administration processes are completed accurately and efficiently. MAIN TASKS AND RESPONSIBILITIES Ensuring the formation of an accurate and live rota, accurately updating to reflect shift changes, overtime, sickness, training, induction and annual leave, agency cover, ensuring compliance with the Working Time Regulations. Liaising with the Hospital Leadership Team to ensure rota reflects the needs of each individual unit within the hospital. Working in partnership with the Administration Assistant agree and confirm start dates for all new colleagues, taking lead responsibility for booking on induction and integration onto rota. Ensure people management system (POD) is updated with confirmed start date for all new starters and any variations. Ensuring Hospital Leadership Team are kept informed and updated of all new starter induction plans. Liaison with line managers to ensure all requested annual leave is adequate for rota management prior to approval. Liaison with line managers regarding reported sickness absence to ensure rotas are updated and reflect staffing levels within each ward. Maintain weekly oversight of the people management system (POD) to ensure all unplanned absences and rota changes are accurately recorded, reporting any discrepancies to the Hospital Leadership Team. To report in advance to the Hospital Leadership Team any shift non-compliance issues. To support the Hospital Leadership Team to ensure staffing levels are in line with projected funded delivery hours. In conjunction with the Hospital Leadership Team, maintain an up to date and accurate record of all critical staff skills e.g. drivers, physical intervention, medication competency, and shift leads. To contact existing staff – contracted and bank to cover in advance identified and agreed deficits on the rota. Where existing colleague resources have been exhausted for any in advance rota deficits, complete agency request forms for the Hospital Leadership Team. To ensure all agency timesheets are checked and approved via the agency provider platform or direct with external agency as required. To liaise with all new inductees to ensure they have a basic understanding of the rota and role. To undertake, any reasonable travelling requirements, to fulfil the tasks and responsibilities of the role. Any other duties as may be required to undertake the role. This Job Description is not intended to be inflexible or include a list of all duties, but an outline of the post; therefore, it may be amended from time to time in consultation with the post-holder. ABOUT YOU: Educated to GCSE level or equivalent, including English and Maths Good IT skills using Microsoft Office especially Excel, Word, and Outlook Knowledge and experience in the development of effective rotas to ensure safe, appropriate, and competent staffing levels. Experience in rota coordination or workforce planning within a healthcare or similar setting. Experience liaising with multiple stakeholders including managers, staff, and external agencies. Ability to work independently and collaboratively within a team. Ability to maintain confidentiality and handle sensitive information appropriately. Excellent communication skills, both written and verbal, for communications with both internal and external staff Rewards You can look forward to excellent benefits some are listed below. A competitive salary up to £25,299.39 FTE 33 days annual leave (inclusive of bank holidays) (pro rata) Buy and sell up to 5 days annual leave. Health Cash Plan Access to our Employee Assistance Programme (EAP) Excellent training and support Group life assurance. Eye voucher scheme Free parking Company Pension Long Service and Staff Awards We also put a big focus on employee wellbeing and support. It matters to us that you feel at your best. Career development is a priority. We will ensure you get all the training and learning opportunities you need to achieve your goals. To join our friendly team, click the Apply Now button. Please note we will be shortlisting and interviewing candidates on a rolling basis until the role is filled therefore, we recommend applying as soon as possible. *All successful candidates are subject to compliance checks including 3 years of checkable references and DBS/PVG checks* Brainkind are a Disability Confident Employer. As users of the disability confident scheme, we guarantee to interview all disabled applicants who meet the minimum criteria for the vacancy. Brainkind is committed to promoting a diverse and inclusive organisation. It is a place where we recognise, celebrate, and live our values which includes offering a range of inclusive employment policies and staff engagement forums to support employees from all backgrounds.